In ctcLink, we have 2 Absence Take Calendars and 1 Entitlement Calendar in a month.

Absence Calendar names, for example, for the month of October 2023 is as follows:
    A Take Calendar - GLBL2023 OCTA TAKE  
    B Take Calendar - GLBL2023 OCTB TAKE
    ENT Calendar     - GLBL 2023 OCT ENT

SBCTC runs the Take Calendars on the last day of the pay period.
After the B payroll cutoff day, SBCTC runs the ENT Calendar.

Colleges can see the absence run schedule in SBCTC Calendar ( AM Calendar )

Yes, the Absence Calendars process is scheduled to run every 2 hours between 6:00am to 6:00pm on the absence processing days.

Absence calculation is a recurring process, so there is no need to request absence recalculation.
If you require it to run before the Absence Finalization run, you can submit a request to the SBCTC Central Payroll team.

Yes, SBCTC notifies the Colleges for the first and last calculation by way of the HCM ListServ.
They will also notify the Colleges once the absence data is loaded to the time sheet.

Always enter the adjustments in the entitlement: ENT Calendar ID.

No, always enter the adjustments in the ENT Calendar ID. The system allows a few exceptions for PHL and PRL leave type adjustments.

90 days is the retro processing period.

If you have entered the adjustment before the Take Calendar finalization, then Take Calendar will process the adjustment.

For Example:

If you have entered an adjustment on the September ENT calendar after the September ENT finalization - the October A Take Calendar will process the adjustment.

If you have entered an adjustment on the September ENT Calendar after the October A Take finalization - October B Take Calendar will process the adjustment.

If you have entered an adjustment on the September ENT Calendar after the October B Take finalization - November A Take Calendar will process the adjustment and not the October ENT Calendar.

> Take Calendars do retroactive processing.

> ENT (entitlement) Calendars only process the current month adjustment.

Question

If an employee was terminated in a prior period and HR updates Job Data in a later month using a prior-period effective date, do I need to run an Off-Cycle Absence Process, or will the On-Cycle Absence Process adjust the leave balance automatically?

Answer

No. The On-Cycle Absence Process will not adjust leave balances for prior-period changes.

The Absence Administrator must run an Off-Cycle Absence Process to recalculate and correct the leave balances.

Example

• Employee termination date: June 2026
• HR updates Job Data in August 2026 using a June 2026 effective date

In this scenario:

• The On-Cycle Absence Process will not retroactively remove accruals generated after the employee's termination.
• An Off-Cycle Absence Process must be run for the June 2026 calendar.

The Off-Cycle process will recalculate absence results and remove any ineligible accruals or leave balances.

Question

If an employee is terminated in the current month and HR updates Job Data before the absence accrual process runs, do I need to run an Off-Cycle Absence Process?

Answer

No. An Off-Cycle Absence Process is not required.

If the termination row is entered before the monthly entitlement process runs, the On-Cycle Absence Process will automatically adjust the leave balances.

Example

• Employee termination date: August 2026
• HR updates Job Data before the August Entitlement (AUG ENT) process runs

In this scenario:

• AUG ENT recognizes the employee's terminated status.
• The system removes any applicable leave balances.
• No additional accruals are generated.
• No Off-Cycle processing is required.

Question

The employee was terminated in the current month and HR updated Job Data before the accrual process ran. However, the employee still has a leave balance. Why was the balance not removed, and how can it be corrected?

Answer

Review the following items:

1. Check for Leave Adjustments

• Review the termination month for any manual leave adjustments.
• If adjustments exist, remove them from the Adjust Absence Balance page.
• Wait for the next absence calculation process to complete.

2. Check the Employee Type

If the employee is a Classified Hourly employee using any of the following leave codes:

• CSL E NPEM
• VAC E NPEM
• HOL E NPEM

The system does not automatically remove these leave balances upon termination.

In these cases, the leave balances must be removed manually.

Question

SBCTC Central Payroll has notified us that the absence accrual process has completed, but the updated leave balance is not visible on the Review Absence Balance page. Why?

Answer

This is expected system behavior.

During absence processing:

• Review balances on the Results by Calendar Group page.
• The Review Absence Balance page is not updated immediately.

During Processing

Navigate to:  Results by Calendar Group

Review:

• Entitlements
• Takes
• Adjustments
• Ending Balances

After Finalization

Once the Absence Finalization phase is completed:

• The system automatically updates the Review Absence Balance page with the finalized balances.

Question

Does the leave balance need to be transferred when an employee moves from a Classified Hourly position to a Salaried position?

Answer

Yes.

Classified Hourly and Salaried employees use different leave codes and accrual plans. Therefore, leave balances are not transferred automatically.

The Absence Administrator must manually transfer the balances from the Classified Hourly leave codes to the corresponding Salaried leave codes.

Question

In which entitlement calendars should the leave balance adjustments be entered?

Answer

To Remove the Classified Hourly Balance

• Enter the adjustment in the employee's last Classified Hourly ENT calendar.
• Since the employee moved to a Salaried position effective 09/01/2026, the last Classified Hourly entitlement calendar is August ENT.

To Add the Salaried Balance

• Enter the adjustment in the employee's first Salaried ENT calendar.
• Since the employee became Salaried effective 09/01/2026, the first Salaried entitlement calendar is September ENT.

Example

• Position change effective date: 09/01/2026
• Remove balance from: August ENT
• Add balance to: September ENT

This approach ensures that leave balances are properly moved from the Classified Hourly accrual plan to the Salaried accrual plan without impacting future accrual processing.

Question

The Absence Administrator ran the Off-Cycle On Demand Process, but the updated leave balance is not showing on the Results by Calendar Group page. What should be reviewed?

Answer

If the balance is not updated after running the Off-Cycle On Demand Process, review the following items:

1. Check for Processing Errors

• Review the Off-Cycle On Demand processing results and confirm that the process completed successfully.
• Verify that there are no calculation, validation, or finalization errors.

2. Verify Retro Triggers

• Confirm that a retro trigger exists for the employee in the Off-Cycle On Demand process.
• Without a valid retro trigger, the system may not recalculate the absence results.

3. Verify the Calendar and Dates

• Confirm that the adjustment was entered in the correct calendar month.
• Verify that the Begin Date and End Date are correct for the period being recalculated.

4. Verify the Pay Group

• Ensure that the adjustment was entered under the correct Pay Group.
• An incorrect Pay Group may prevent the employee from being included in the Off-Cycle calculation.

5. Validate the Correct Calendar Group ID

• Verify that you are reviewing the correct Calendar Group ID in Results by Calendar Group.
• When running Off-Cycle On Demand processing, the system creates a new Calendar Group ID for the Off-Cycle run.

You must review the balances under the Off-Cycle Calendar Group that was created during processing rather than the original On-Cycle Calendar Group.

To convert the unpaid leave to paid leave, enter the adjustment as 2 hours in the ENT (entitlement) Calendar.

Carryover of leave balance is not allowed for the Personal Holiday. So the system has not moved the leave balance from the prior calendar year (Dec) to the current calendar year (Jan)

To convert the unpaid leave to paid leave, you need to enter the adjustment in 01A Take Calendar.

Carryover of leave balance is not allowed for Personal Holiday (depending on the leave rule). So, the system has not moved the leave balance from the prior fiscal year (June) to current fiscal year. (July A)

To convert the unpaid leave to paid leave, you need to enter the adjustment in 07A Take Calendar.

The system will not allow employees to change the leave request for the finalized Absence Calendar.  Only the Administrator can edit the finalized absence request through the Absence Event page and then the Take Calendar will process the changes.

The system will not allow employees to change the leave request for the finalized absence Calendar.  Since adjustment period is greater than 90 days, the Administrator needs to adjust the leave balance on the last ENT Calendar.

Please open a service desk ticket to the HCM Customer Support Team to find out the issue.

The system removes the unused Personal Holiday in the January A Take Calendar and generates the accrual for the current Calendar Year.

The system removes the unused Personal Leave in the July A Take Calendar and generates the accrual for the current Fiscal Year.

Check the Leave Max Override box in Job Data,  CTC Job Data page.

For Example:

If a leave max month is June, to override the VAC max leave balance:

- Enter a new row effective date as 06/01/2023 and check the Leave Max Override box.

- Then enter a new row effective date as 07/01/2023 and uncheck the Leave Max Override box.

Adjustments need to be entered on the termed month ENT Calendar and needs to be entered before the ENT finalization.

For Example:

If the employee is termed in October, then the adjustment needs to be entered in the October ENT calendar and needs to be entered before the October ENT finalization.

Adjustments need to be entered on the termed month ENT Calendar and needs to be entered before the ENT finalization.  While removing the leave balance, the end date should be the last worked date.

For Example:

If an employee is termed on October 16th, then the adjustment needs to be entered in the October ENT calendar and needs to be entered before the October ENT finalization.

While removing the leave balance, the Begin date should be October 1 and the End date should be October 15.  The system defaults to the entire month, therefore, the Administrator has to edit the End date to the last date worked.

Run the off-cycle process on the termed month ENT Calendar.  Before Finalizing the off cycle process, validate the leave balance in the Results by Calendar Group page.

Run the off-cycle process on the termed month ENT Calendar.  Target Period and Processing Calendar should be the termed month and identify the employee. Before Finalizing the off-cycle process, validate the leave balance in the Results by Calendar Group page.

Remove the SHL balance from the hourly job and enter the leave balance under NSL in the classified Job.  All adjustments need to be entered in the ENT Calendar.

For Example:  

If the employee is moved from the Hourly to the Classified position on June 1^st:

- Enter the SHL as negative hours in the May ENT Calendar under the HXX pay group.

- Then enter the NSL as positive hours in the June ENT Calendar under the CXX pay group.

QHC_AB_ABSENCE_HISTORY - Absence History report.

QHC_AB_PRL_BAL_TAKE_RUN - To find the PRL balance.

QHC_AB_PHL_BAL_TAKE_RUN - To find the PHL accrual.

QHC_AB_VALIDATION_ENT_CAL_ERCD - Leave Accrual Validation based on the Employee Record.

CTC_UNPAID_LEAVE - Unpaid Leave Balance.

QHC_AM_LEAVE_REQ_NOT_PROCESSED - Leave Request Not Processed.

In the employee's Job Data record, validate the following fields:

FTE, Union Code (if represented), Absence System, Eligibility Group, Leave Accrual Date, Leave Max Month and Job Empl Type